SOME  INSTITUTIONAL  LIBRARY 
PROBLEMS 

•V ' f -";k  V’  r'”  \ * * 

BY 

JULIA  A.  ROBINSON 

i 

SUPERVISING  LIBRARIAN,  STATE  INSTITUTIONS 

OF 

IOWA 

I 


DES  MOINES,  IOWA 
1913 


SOME  INSTITUTIONAL  LIBRARY  PROBLEMS. 


By  Julia  A.  Robinson,  Supervising  Librarian,  State  Institutions 

of  Iowa. 


For  seventeen  months  your  supervising  librarian  has  traveled 
up  and  down  the  state,  visiting  during  that  time  each  institution 
at  least  twice  and  some  three  times,  taking  from,  adding  to  and 
otherwise  endeavoring  to  make  your  libraries  a real  force  in  your 
. institutions  for  recreation,  for  instruction,  for  healing  and  for  uplift. 
That  these  libraries  are  not  yet  wholly  ideal  I think  you  will  all 
agree,  though  some  may  be  in  one  and  some  in  another  particular. 
That  you  all  wish  them  so  to  be  I am  equally  sure,  even  though 
this  may  involve  problems  seemingly  difficult  of  solution.  I think 
I realize  these  difficulties.  Did  I not,  I should  labor  with  you  individ- 
ually until  like  the  unjust  judge  you  should  yield  lest  I weary  you 
with  my  much  speaking. 

While  institutional  libraries  share  the  problems  common  to 
all  libraries,  some  are  much  more  emphasized,  some  less.  They 
may  be  broadly  divided  into  (1)  books,  (2)  their  housing  and  shelving, 
(3)  machinery  for  their  care  and  distribution  and  (4)  some  one  to 
keep  the  machinery  in  motion. 

1.  Books.  The  question  of  books  carries  with  it  several 
others,  the  first  and  most  important  of  which  is  naturally 
their  selection.  The  object  for  which  a library  is  established,  the 
use  which  is  to  be  made  of  it  and  the  readers  for  whom  the  books  are 
intended  govern  the  selection  of  the  books  which  are  to  constitute 
the  library. 

I need  not  speak  to-day  of  the  object  of  our  institutional  libra- 
ries, nor  introduce  to  this  audience  the  readers  for  whom  they  are  in- 
tended, nor  tell  you  that  the  different  libraries  should  be  differenti- 
ated to  meet  the  needs  of  the  different  classes  of  readers.  Neither 
is  it  for  me  to-day  to  discuss  those  needs.  That  is  to  be 
done  by  others.  I may,  however,  be  permitted  to  speak  of  one 
problem  in  this  connection  which  will  probably  not  be  elsewhere 
mentioned.  There  seems  to  be  to  all  of  us  a halo  surrounding  the 


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printed  page,  especially  when  bound  between  two  covers,  and  no 
matter  how  dingy  or  worn  those  covers,  how  soiled  the  page,  how 
eye-destroying  the  print,  or  how  badly  worn,  generally  disreputable, 
unsuitable,  out-of-date  or  useless  to  ourselves  a book  may  be,  so 
loth  are  we  to  destroy  it,  and  so  sure  that  it  will  be  of  value  to  some 
one  else,  that  we  insist  upon  passing  it  on  to  become  to  him  what 
it  has  been  in  our  own  libraries,  dead  timber,  a cumberer  of  the 
shelves,  a gatherer  of  dust  and  germs,  but  more  than  that  a usurper 
of  the  place  of  another  and  more  useful  book.  We  are  all  tinged 
with  this  idiosyncrasy  and  are  all  happy  if  we  can  find  some  one  to 
whom  to  give  a book  which  we  no  longer  want. 

All  libraries  are  recipients  of  such  donations  and  the  institution- 
al libraries  were  probably  begun  and  their  numbers  often  increased 
in  this  way.  But  the  value  of  a library  lies  not  in  numbers  but  in 
selection  and  such  books  add  nothing  to  and  their  withdrawal  takes 
nothing  from  the  library,  but  when  once  they  have  found  their  way 
to  the  shelves  brave  is  the  librarian  who  attempts  their  removal. 
Even  when  it  seems  wise  to  make  room  for  new  and  useful  books  by 
displacing  some  of  these  from  their  office  of  dust  gatherers  their  dis- 
position becomes  a serious  problem,  and  we  are  often  guilty  of  the  same 
generosity  which  has  brought  them  to  us  and  those  which  finally 
reach  the  furnace  room  are  neither  speeded  on  their  way  nor  wel- 
comed at  their  destination. 

There  are  books  sufficiently  old  to  have  dinginess  and  germs 
and  worm  holes  add  to  their  value,  but  I regret  to  say  that  I have 
found  none  such.  Nor  do  I mean  to  say  that  all  books  not  constant- 
ly called  for  are  useless.  Far  from  it,  for  we  must  maintain  good 
collections  of  standard  books  even  though  they  may  be  seldom  taken 
out,  but  they  will  be  much  more  seldom  read  if  they  are  offered  in 
old  and  unattractive  editions.  I am  a firm  believer  in  the  gospel  of 
good  clothes  in  books  and  feel  sure  that  they  not  only  attract  more 
readers  but  leave  a better  moral  influence. 

After  the  selections  have  been  made  comes  the  question  of 
ordering  and  buying.  This  is  complicated  in  the  institutional  libraries 
by  the  necessity  of  taking  bids  which  increases  the  difficulty  of  al- 
ways securing  the  editions  desired  and  of  buying  at  second  hand  as 
much  as  we  might  otherwise  do.  If  it  were  possible  to  take  ad- 
vantage of  remainder  sales  and  second-hand  rates  of  reliable  dealers 
money  might  often  be  saved  and  the  libraries  be  able  to  afford  books 
which  they  cannot  now  buy,  but  if  by  the  present  method  we  are  pro- 
tected from  the  importunities  of  book  agents  it  may  not  be  an 
unmixed  evil. 

Another  question  much  discussed  in  all  library  circles  is  re- 
binding versus  cheaper  editions.  When  the  cheap  editions  are  in 
good  print  and  binding  and  a second  copy  can  be  purchased  for  the 
cost  of  binding  and  will  be  clean  and  attractive,  it  seems  better  to  buy 


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the  cheaper  edition  and  replace  instead  of  rebind.  There  are  titles  of 
course  which  cannot  be  bought  in  this  form  with  which  early  bind- 
ing becomes  economy.  In  one  library  only  have  we  tried  reenforced 
binding  with  not  very  satisfactory  results. 

2.  Library  Rooms.  A collection  of  books  constituting  a library 
requires  a safe  place  for  their  housing,  with  suitable  shelving  and 
other  conveniences  for  their  care  and  use. 

Our  public  libraries  in  town  and  city  stand  beside  the  schools  and 
churches,  taking  their  places  as  educational  and  moral  factors  in  the 
community  life,  and  the  character  of  the  buildings  is  in  keep- 
ing with  their  object,  being  dignified  and  substantial  without  and 
attractive  and  convenient  within,  with  no  effort  spared  to  serve 
those  who  enter  their  doors.  Not  only  is  it  the  privilege  of  the 
public  to  select  and  carry  away  books  for  their  pleasure  and  infor- 
mation but  to  linger  and  read  books,  magazines  and  newspapers  pro- 
vided in  abundance,  to  study  in  quiet,  or  to  consult  books  placed 
at  their  disposal  by  the  courteous  attendant.  Shall  the  libraries 
stand  for  less  in  the  institutions  and  shall  they  do  less  for  their  users 
whose  needs  are  so  much  greater? 

Several  of  our  institutions  are  fortunate  enough  to  possess 
large  and  attractive  library  rooms  with  adequate  shelving  capacity 
and  with  tables  on  which  magazines  are  attractively  displayed.  Some 
have  sufficient  shelving  but  no  space  for  tables,  and  others  are 
shelved  in  business  offices  where  library  and  business  interfere  and 
confusion  for  both  ensues.  The  dignity  and  usefulness  of  the  library 
requires  larger  and  more  commodious  quarters  in  many  of  our 
state  institutions,  but  space  is  so  limited  that  this  becomes  one  of 
our  most  serious  problems. 

Not  only  do  we  need  more  space  for  the  proper  care  and  dis- 
tribution of  the  books  but  for  use  as  reading-rooms.  In  several 
institutions  this  privilege  is  extended  to  officers  and  employes,  but 
in  very  few  even  where  they  have  the  space  is  it  given  to  the  inmates. 
If  all  of  these  libraries  could  be  opened  for  this  purpose  to  at  least 
part  of  the  inmates  at  prescribed  times  and  under  proper  restrictions, 
I believe  that  the  usefulness  of  the  libraries  would  be  greatly  in- 
creased. We  hear  much  of  the  waste  of  churches  closed  during  the 
week  and  of  schoolhouses  closed  during  long  vacation  periods.  It 
seems  to  me  there  is  something  going  to  waste  in  our  institutional 
libraries  as  they  exist  to-day— always  closed  to  those  for  whom  they 
are  provided. 

I never  prepare  new  books  for  the  shelves  without  wishing 
that  others  might  share  with  me  the  pleasure  of  handling  them, 
dipping  into  them,  looking  at  the  pictures  and  enjoying  their  fresh- 
ness. I can  think  of  nothing  in  my  work  in  the  institutions  which  has 
given  me  more  satisfaction  than  the  Sunday  afternoon  at  Eldora  when 
we  brought  the  boys  in  by  companies  and  allowed  them  to  look  at 


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and  handle  the  new  books.  ’Tis  needless  to  say  that  they  were 
much  more  eager  to  read  them  when  the  opportunity  was  given. 

And  what  is  true  of  new  books  is  true  of  the  old  also.  Six  books 
mean  more  than  one,  even  though  only  one  can  he  read  at  a time, 
and  twenty  more  than  six,  and  a book-lined  room  has  a cultural 
influence  hard  to  escape  from.  An  opportunity  to  read,  browse  and 
examine  books  has  a refining  effect  and  a book  selected  by  the  reader 
from  the  many  is  of  more  value  to  him  than  one  from  the  small 
group  parcelled  out  to  the  cottages. 

To  have  been  born  into  a home  where  books  abound  and  to 
grow  up  in  this  atmosphere  is  to  have  an  influence  thrown  around 
a life  which  is  lasting.  Naturally,  then,  few  if  any  of  the  inmates 
of  our  state  institutions  have  been  so  privileged,  and  to  give  them 
this  environment  for  even  a short  time  each  week  is  perhaps  to  cul- 
tivate in  them  a taste  which  will  lead  them  to  the  public  library 
instead  of  the  street  when  they  have  gone  from  our  midst. 

I would  not  have  these  rooms  used  for  visiting  or  playing  games. 
There  are  other  places  more  suited  for  those  things.  Put  I would 
have  them  reading-rooms  in  the  truest  sense  of  the  word . 

If  reading-rooms  of  this  kind  could  be  provided  in  the  state 
hospitals  it  would  give  the  patients  an  opportunity  to  look  at  books 
and  pictures  which  cannot  be  loaned  and  would  add  greatly  to  their 
pleasure  in  the  library. 

I might  be  considered  a candidate  myself  for  one  of  these 
hospitals  when  I advocate  a reading-ioom  for  the  reformatory  were 
the  warden  not  as  anxious  for  it  as  I am.  This  would  need  to  be 
under  supervision  of  course  and  the  privilege  could  not  be  ex- 
tended to  all,  but  those  are  matters  for  the  warden,  not  the  librarian, 
to  settle.  I wish  that  a similar  room  might  be  provided  at  Fort 
Madison  also. 

Lack  of  space  in  some  institutions  and  lack  of  time  on  the  part 
of  the  librarians  in  others  has  been  in  the  way  of  carrying  out  such  a 
plan  in  the  past,  but  I am  looking  forward  to  better  things  in  the 
future. 

3.  Machinery.  The  simplest  methods  of  organization  and 
administration  are  most  desirable,  yet  they  must  be  such  as  to  fur- 
nish information  of  the  whereabouts  of  the  books  at  any  time,  wheth- 
er in  the  hands  of  the  readers  or  on  the  shelves,  and  to  make  the 
resources  of  the  library  available  to  it  users. 

These  requirements  are  met  as  in  a public  library : (1)  By 
records  consisting  of  (a)  the  accession  book,  containing  a record  of 
books  by  acquisition  with  information  as  to  source,  cost,  classification, 
etc.,  etc.,  which  with  the  withdrawal  book  will  show  at  any  time 
the  number  of  volumes  in  the  library  and  their  value,  and  (b)  a card 
list  of  books  as  they  stand  on  the  shelves ; (2)  By  classification 

and  arrangement  on  the  shelves  according  to  the  Dewey  decimal 


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system  and  a catalogue  or  finding  list  of  some  kind.  For  those  who 
visit  the  libraries  card  catalogues  by  author,  title  or  dictionary  ar- 
rangement have  been  provided  in  most  of  the  libraries,  and  for  those 
who  cannot  do  so  bookmarks  or  special  lists  until  such  time  as  find- 
ing lists  can  be  prepared ; (3)  A loan  system  which  shall  most 

readily  bring  books  and  readers  together  and  leave  a record  of  the 
borrower.  Books  are  charged  by  cards  in  all  the  institutions.  In 
the  penitentiary  and  reformatory  the  readers  cannot  visit  the  library 
and  selections  must  be  made  from  finding  lists,  and  called  for  by 
cards.  In  several  of  the  other  institutions  the  readers  make  their 
own  selections  and  exchanges  of  books  by  personal  visits  to  the 
library.  In  the  educational  institutions,  however,  the  selections 
are  made  by  the  matrons  of  the  cottages  and  the  books  sent  there 
to  be  reloaned  to  the  individual  readers,  two  sets  of  cards  being  used. 
It  is  here  that  I wish  a change  might  be  made  and  that  the  boys 
and  girls  might  have  the  opportunity  to  visit  the  library  and  make 
their  own  selections  with  the  advice  and  help  of  the  librarian. 

I have  already  spoken  of  the  use  of  the  library  as  a reading-room 
and  of  its  value  to  those  who  may  thus  visit  it.  If  they  could  also  learn 
something  of  the  classification  and  shelving  of  the  books  and  the  use 
of  the  card  catalogue  and  become  familiar  with  the  methods  of  ex- 
changing books  it  might  make  their  visits  to  the  public  library  much 
more  sure  and  frequent  some  day.  The  boys  and  girls  who  have 
been  my  helpers  have  learned  to  regard  books  with  a new  interest 
and  have  finished  their  library  work  with  regret. 

Another  problem  is  the  difficulty  of  securing  accurate  reports  of 
the  reading  done  where  the  books  are  sent  in  groups  to  the  wards 
where  there  are  many  more  readers  than  the  cards  show.  To  at- 
tempt to  loan  by  card  only  would  probably  cut  down  the  reading  very 
materially  and  we  have  not  yet  been  able  to  devise  a remedy  for  this 
difficulty.  The  same  is  true  of  the  periodicals.  Yet  if  we  cannot 
have  both  reading  and  accurate  reports  the  reading  is  the  more  im- 
portant and  should  not  be  interfered  with. 

4.  Librarian.  All  library  machinery  is  but  a means  for  bring- 
ing books  and  readers  together,  but  behind  the  machinery  there 
must  be  intelligence  and  sympathy.  To  keep  the  records  however 
accurately  and  to  hand  out  books  in  however  large  quantities  is  not 
the  whole  duty  of  a librarian.  No  matter  how  excellent  the  selec- 
tion of  books  not  every  one  is  suited  to  all  readers,  and  if  they  are 
to  bring  the  best  results  there  must  be  a wise  application  to  indi- 
vidual needs.  This  is  recognized  in  the  public  library  where  the  most 
^mpetent  librarian  in  the  children’s  room  is  not  placed  at  the  desk 
to  stamp  dates  and  enter  numbers.  But  one  who  knows  children 
and  books  is  on  the  floor  among  the  shelves  helping  the  readers  to 
find  and  choose  the  right  books.  Such  a librarian  is  equally  needed  in 
our  institutions  where  the  books  are  to  be  used  for  mental  and  moral 


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healing  and  should  be  selected  with  care  and  loaned  with  discrimina- 
tion. Some  who  now  make  the  selections  are  competent  and  inter- 
ested bat  not  all  are  and  few  have  the  time  to  do  it  well. 

Much  as  this  side  of  the  work  appeals  to  the  supervising-  li- 
brarian, and  she  recognizes  it  as  that  for  which  all  others  are  but  a prep- 
aration, her  visits  are  too  brief  to  give  her  the  necessary  acquaint- 
ance with  the  readers,  too  crowded  to  give  her  time  for  this  part  of 
the  work,  and  too  infrequent  to  yield  results.  What  is  needed  in 
each  institution  is  some  one  with  an  appreciation  of  the  value  of  the 
book  in  the  development  of  mind  and  character,  an  acquaintance 
with  at  least  the  books  in  her  own  library,  an  acquaintance  with  her 
readers,  a desire  to  increase  their  number  and  to  bring  to  them  what 
may  be  theirs  through  the  printed  page.  With  a trained  librarian  in 
the  field  to  supervise  the  work  the  qualities  which  I have  named  are 
more  important  than  technical  training. 

I am  glad  to  say  that  in  some  of  our  institutions  we  have 
librarians  who  answer  this  description,  but  with  few  exceptions  they 
are  busy  people  who  undertake  this  work  in  addition  to  other  duties 
and  without  extra  pay  or  the  time  to  give  to  it  which  it  needs. 
There  are  in  some  places  those  employed  in  other  capacities  who 
would  make  excellent  librarians  if  they  could  be  relieved  of  part  of 
their  work  and  given  time  for  this. 

Such  a librarian  giving  the  needed  time  to  this  work  would  be 
economical,  both  materially  and  ethically,  for  reasons  as  follows:  (1)  It 
would  enable  her  to  keep  the  books  in  better  repair  by  mending  when 
needed,  thus  prolonging  their  usefulness  ; (2)  It  would  secure  bet- 
ter care  of  the  books  by  making  the  readers  directly  responsible  toiler, 
where  now  as  sent  to  the  cottages  and  reloaned  there  is  often  dif- 
ficulty in  locating  the  blame  and  administering  the  penalty  for  a 
damaged  book ; (3)  She  would  be  better  able  to  watch  the  books 
loaned  and  secure  their  prompt  return,  thereby  avoiding  losses  ; (4) 
On  the  ethical  side  she  would  be  able  to  increase  the  efficiency  of 
the  library  by  permitting  its  use  as  a reading-room  ; (5)  By  allowing 
more  frequent  exchange  of  books  she  would  secure  a larger  circula- 
tion, for  many  -would  read  more  books  than  they  are  now  able  to 
obtain:  (6)  By  having  time  for  visiting  wards  and  cottages  for 
talks  about  books  and  reading  aloud  she  would  increase  the  interest 
and  secure  a larger  number  of  readers  and,  last  but  not  least,  there 
might  be  secured  a better  fitting  of  books  and  readers. 

To  show  how  this  works  may  I quote  from  a letter  recently 
received  from  the  librarian  of  one  of  the  state  hospitals: 

“I  have  had  quite  good  success  this  winter  in  getting  the  patients 
to  read,  and  the  circulation  has  increased  materially.  While  I do  not 
give  half  my  time  to  the  library,  I have  all  the  time  I need,  and  that 
usually  means  four  afternoons  a week.  The  library  is  only  open  one 
hour  once  a week,  but  I often  supply  books  to  patients  during  the 


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week  and  also  give  out  a good  many  books  to  employes  when  I hap- 
pen to  be  working  in  the  library.  I take  lists  of  books  to  the  wards 
and  the  patients  choose  what  they  want.  Since  I have  been  going  on 
the  wards  I have  been  able  to  keep  track  of  the  books  and  have  not 
lost  one.  I think  I can  tell  you  now  what  kind  of  books  the  patients 
want,  and  I hope  we  may  have  some  new  ones  soon.” 

While  this  is  not  wholly  ideal  in  all  particulars  since  the  library  is 
open  only  once  a week  and  there  is  no  reading-room  in  connection 
with  it,  yet  it  is  a step  in  the  direction  toward  which  I am  looking. 

What  then  is  our  aim? 

1 . For  each  institution  a library  adequate  in  size  and  adapted 
in  selection  to  the  readers  who  are  to  use  it,  including  collections  of 
standards,  some  reference  books  and  an  officers'  library  on  subjects 
relating  to  that  institution,  and  magazines  and  current  papers  for 
both  the  inmates  and  employes. 

2.  A library  room  with  shelving  for  present  needs  and  allow- 
ance for  expansion,  with  the  necessary  equipment  for  library  use  and 
with  tables  and  chairs  and  light  for  reading  and  open  for  that  pur- 
pose to  officers  and  inmates  as  conditions  make  feasible. 

3.  A system  of  organization  and  administration  which  shall 
make  the  resources  of  the  library  most  available  to  all  its  readers, 
and  give  them  so  far  as  possible  the  opportunity  to  make  their  own 
selections  and  exchanges  of  books. 

4.  A librarian  interested  and  competent  to  whom  the  work  is 
as  important  as  any  other  assigned  to  her  and  with  the  time  to 
give  it  needed  attention,  and  a desire  to  so  use  the  books  as  to  make 
them  show  their  value  in  individual  cases  and  with  different  classes 
of  readers. 

5.  Readers  who  shall  make  evident  in  increasing  numbers  that 
the  libraries  in  the  state  institutions  of  Iowa  are  accomplishing  the 
results  for  which  they  are  maintained. 


